Editing copy records
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How to access a copy record
There are many many many ways to access the Volume/Copy Editor or Copy Editor in order to edit items. Just a few include:
- Scan the item in to the Item Status screen, right click on the item and select Edit Item Attributes
- Retrieve the record for which the item is attached, click on Actions for this Record, select Holdings Maintenance and right click on the item to select Edit Items.
- After an item is checked in, right click on it and select (or click on the item and select Actions for Selected Items) and choose Edit Item Attributes
Oh, the options are really endless!
How to edit copy records
Scan an item in to the Item Status screen, right click on the item and select Edit Item Attributes or use a method of your choosing (perhaps even one listed above) to access the copy record.
The Copy Editor will display in a new window.
To make changes to these field, double click on a value and select an option from the drop-down menu. For an in depth explanation of the fields, see Copy editor in detail section below.
Any changes to the item will display in green. Make your changes.
To save your changes, click on Modify Copies.
You can edit multiple items at a time by clicking on an item, pressing the Ctrl key and clicking on others, then right click and choose Edit Item Attributes.
The Copy Editor will display all the barcodes you would be editing in in the Barcode field.
Copy editor in detail
In this section, all elements of the copy editor will be described. Values which are not system supplied are selected by selecting from a drop-down menu in each field.
Values under Identification
Status – Automatically set to In Process when the first item is attached to the record (unless you used a template with a different value. You can change the status after creation or by using a template when creating the item record.
The drop-down menu contains the following choices (yours may be a bit different):
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[Some choices may be grayed out depending upon the situation, i.e. some are automatically added and/or can be changed when the item is circulating]
Barcode – Automatically added when an item is attached to record. This is the item number.
The following values are system supplied:
Creation Date - System-supplied date when item record is created.
Creator – Login ID of the cataloger that created the record.
Last Edit Date – System-supplied date when item record is created/edited.
Last Editor – System-supplied log-in ID of last person to edit the item record.
Values under Location
Location/Collection - Where the item is shelved or kept. The library where it is stored is listed with the specific location. The locations are set in the library profile. An example of some locations would be:
- MLC : Stacks
- DORA : Children’s Area
- DORA : Genealogy
- MLC : ILL
- MLC : Reference
Circulation Library – The location/library where the item is currently being housed.
Owning Lib : Call Number – The library that owns the item, along with the call number of the item.
Copy Number – If copy numbers are used, the copy number of the item, expressed as an Arabic numeral only, e.g. 1 not c.1
Values under Circulation
Circulate? – Whether or not the item circulates. The choices are Yes or No.
Holdable? – Whether or not an item can be placed on hold. Choices are Yes or No.
Age-based Hold Protection – Period of time when holds cannot be placed on an item by any other library than the owning library. The choices are 3 months and 6 months. Items set for 3 months are holdable only by patrons of the owning library. Items set for 6 months are holdable only by patrons in the library system to which the owning library belongs. Items set for 3 months are automatically set to 6 months at the end of 3 months unless unset manually.
Floating? - Whether or not the item is part of a floating library collection.
Loan Duration – How long an item may be checked out. The choices are Short, Normal, or Long. The number of days associated with these periods is coded into the library profiles.
Fine Level – The level of overdue fines associated with this item. Choices are Low, Normal, or High. The amount associated with these levels is coded into the library profiles.
Circulate as Type – The type of material. A MARC code value for the type is chosen from the drop-down menu. Choices are:
- a - Language material
- c - Notated music
- d - Manuscript notated music
- e - Cartographic material
- f – Manuscript cartographic material
- g - Projected medium
- i – Nonmusical sound recording
- j – Musical sound recording
- k - Two-dimensional nonprojectable graphic
- m – Computer file
- o – Kit
- p – Mixed materials
- r – Three-dimensional artifact or naturally occurring object
- t – Manuscript language material
Circulation Modifier – Term used to describe the form of the item. These values are created in the Library profiles. For example:
Art Audiobook Book cd dvd E-book E-Jounral filmstrip kit map music
Values under Miscellaneous
Alert Message – A message that appears at checkout and/or check in to alert staff about something to do with the item, e.g. “Send to bindery when returned.”
Deposit? – Whether or not a deposit must be paid when borrowing the item. Choices are Yes and No.
Deposit Amount – Amount in dollars of the deposit (if there is one).
Price – Price of the item in dollars.
OPAC Visible? – Whether or not the item record is displayed in the OPAC. (In the Copy Summary.) Choices are Yes or No. Reference? – Whether or not the item is reference material. Choices are Yes or No.
Quality - Allows you to set the value of quality of the item,
Values under Statistics
The statistics section lists the various statistical categories that can be used for reports. Some examples would be:
- Owner
- Cost
- Musical Sound Recording
- Non-musical Sound Recording
- Video Format
- Recorded Book
- Replacement Cost
Statistical Categories can in turn have subcategories. I.e., Video Format could have DVD or Videocassette as subcategories.
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